UNC Charlotte "Public Bodies" Subject to Open Meetings Requirements

UNIVERSITY OF NORTH CAROLINA AT CHARLOTTE

RECORD RETENTION AND DISPOSITION SCHEDULE

MASTER RECORD SERIES LIST

This master list of record series can be used as a guideline for offices without a schedule. The retention/disposition instructions were taken from Records Schedules approved for specific campus offices by UNC Charlotte and the N. C. Department of Archives and History (Government Records Office). This list does not include records series specific to one campus office. Some of the record series listed may no longer be active series. If you have questions about the retention/disposition of records in your office please contact: Madeleine Perez, University Archivist, at x73595.

NOTE 1: Offices with specifically approved R/D schedules should follow those schedules. Typical minimum retention periods for most files are 3-5 years. Schedules apply to records in paper and electronic format. The Government Records Branch (DAH) is currently (2004) revising their general schedule for North Carolina universities. The revised schedule may change some of the instructions listed below. We will provide a copy of the revised general schedule as soon as it is available.

NOTE 2: Two major changes to the retention & disposition instructions listed below apply to personnel records and payroll time records. These instructions supersede the ones originally approved.

PERSONNEL: For all files relating to current and former employees as well as unsuccessful candidates for employment refer to University Policy Statement #59, especially sections III and IV – http://www.legal.uncc.edu/policies/ps-59.html

PAYROLL: For payroll time records for FLSA subject employees (permanent, temporary, and student workers) keep records for a total of 6 years; records may be destroyed after January of the 7th year. For further information please contact Teresa Kiser, Payroll Manager, at x74091 or Human Resources.

ACADEMIC CALENDAR FILE
ACADEMIC COMMITTEES FILE
ACADEMIC COUNCIL MINUTES
ACADEMIC PERFORMANCE FILE
ACCIDENT REPORTS FILE
ACCIDENT REPORTS (NON-UNIVERSITY PERSONNEL) FILE
ACCIDENT REPORTS (PERSONNEL) FILE
ACCIDENT REPORTS (PROPERTY/EQUIPMENT) FILE
ACCREDITATION (PROGRAMS) FILE
ACCREDITATION (DEPARTMENTS) FILE
ACCREDITATION (COLLEGES) FILE
ADMINISTRATIVE FILE
AGENCY GUIDELINES FILE
AMERICANS WITH DISABILITIES ACT (ADA) CERTIFICATION FILE
AMERICANS WITH DISABILITIES ACT (ADA) LIAISON FILE
ANNUAL REPORTS FILE
AUDIT REPORTS FILE
BROCHURES AND BULLETINS FILE
BUDGET FILE
CALENDAR OF EVENTS FILE
CAMPUS ACADEMIC PLAN FILE
CAMPUS PUBLICATIONS FILE
CAMPUS TASK FORCES FILE
CLASS SCHEDULES FILE
CLASSROOM SCHEDULE FILE
CLIPPINGS FILE
CLOSED SECTION PERMITS FILE
COLLEGE OF GENERAL EDUCATION (COGE) PROPOSALS FILE
COLLEGES/DEPARTMENT FILE
COMMENCEMENT FILE
COMMITTEES AND COUNCILS FILE
CONFERENCES AND WORKSHOPS ATTENDED FILE
CONFERENCES AND WORKSHOPS CONDUCTED FILE
CONTRACTS, AGREEMENTS, AND LEASES FILE
COURSE DESCRIPTIONS FILE
COURSE LIST (MASTER) FILE
COURSE (PROPOSED) FILE
COURSE SYLLABI FILE
CURRICULUM DEVELOPMENT FILE
CURRICULUM FILE
CURRICULUM PROPOSALS FILE
DEAN’S COUNCIL FILE
DEPARTMENT CHAIRS COUNCIL FILE
DEPARTMENT CHAIR'S FILE
DEPARTMENT CHAIRS (EVALUATION) FILE
DEPARTMENTAL ANNUAL REPORTS FILE
DEPARTMENTAL MINUTES FILE
DEPARTMENTAL REPORTS FILE
ENROLLMENT STATISTICS FILE
EQUIPMENT FILE
EVALUATIONS FILE
EXAMINATIONS FILE
EXEMPT FROM PERSONNEL ACT (EPA) FACULTY (FULL-TIME) FILE
EXEMPT FROM PERSONNEL ACT (EPA) FACULTY (PART-TIME) FILE
FACULTY ACTIVITY FILE
FACULTY ACTIVITY (REVIEW) FILE
FACULTY AWARDS AND HONORS FILE
FACULTY (BIOGRAPHICAL) FILE
FACULTY EVALUATIONS FILE
FACULTY GOVERNANCE FILE
FACULTY LEAVES OF ABSENCE APPLICATIONS FILE
FACULTY REAPPOINTMENT, PROMOTION AND TENURE FILE
FACULTY RECRUITMENT FILE
FACULTY RESEARCH AND CURRICULUM/INSTRUCTIONAL DEVELOPMENT GRANT (INACTIVE) FILE
FACULTY SALARY INCREASES FILES
FACULTY SUMMER RESEARCH AND CURRICULUM IN DEVELOPMENT (CID) GRANT REQUESTS FILE
FINANCIAL REPORTS FILE
FOREIGN LANGUAGE TEST FILE
FREIGHT BILLS FILE
GRADE DISTRIBUTION-FILE
GRADE LISTINGS FILE
GRADE (FINAL) LISTS FILE
GRADES FILE
GRADES (MAJORS) FILE
GRADUATE COUNCIL FILE
GRADUATE COUNCIL MINUTES FILE
GRADUATE CURRICULUM COMMITTEE FILE
GRADUATE DEGREE PROGRAM FILE
GRADUATE STUDENTS--APPLICATIONS FILE
GRADUATE STUDENTS-CURRENT FILE
GRADUATE STUDENTS-DEGREE RECIPIENTS FILE
GRADUATE STUDENTS-INACTIVE FILE
GRADUATE STUDENT ASSISTANTS/TEACHING ASSISTANTS FILE
GRADUATE TEACHING ASSISTANTS FILE
GRADUATION CLEARANCE FILE
GRANTS (APPROVED AND FUNDED) FILE
GRANTS (PROPOSED) FILE
GRANTS (REJECTED OR WITHDRAWN) FILE
GRIEVANCES FILE
HONORS AND AWARDS PROGRAM FILE
INTERNSHIP (BUSINESS) FILE
INTERNSHIP (STUDENT) FILE
LABOR CERTIFICATION FILE
LEAVE FILE
LEGAL OPINIONS FILE
LIBRARY FILE
LISTS OF GRADUATES FILE
MAINTENANCE SERVICES FILE
MEMORANDUM FILE
MINORITY ACADEMIC SUPPORT SERVICES FILE
MULTI-CULTURAL AND MINORITY PROGRAMS/EVENTS FILE
NATIONAL PUBLICITY FILE
NEWS RELEASES FILE
NEWSMEDIA CLIPPINGS FILE
ORGANIZATIONS AND ASSOCIATIONS FILE
PATENT PROPOSALS FILE
PATENTS FILE
PAYROLL TIME CARDS (STAFF AND STUDENT)
PERFORMANCE MANAGEMENT PROGRAM (PMP) EVALUATION FILE
Ph.D. PROGRAM FILE
PHOTOGRAPH FILE
POLICIES AND PROCEDURES FILE
PROFESSIONAL ORGANIZATIONS AND ASSOCIATIONS FILE
PROGRAM/EVENTS FILE
PROTOCOLS FILE
PURCHASE ORDERS FILE
REASSIGNMENT OF DUTIES FILE
REFERENCE FILE
REPORTS/DOCUMENTS FILE
REQUISITIONS FILE
RESEARCH FILE
RESEARCH PROTOCOL PROPOSALS FILE
RETURNED GOODS SLIPS FILE
SCHOLARSHIPS AND AWARDS FILE
SCRAPBOOKS FILE
SEARCH COMMITTEE FILE
SELF STUDIES FILE
SEMESTER FILE
SPECIAL REQUESTS FROM REGISTRAR FILE
STUDENT ACTIVITIES FILE
STUDENT ASSISTANTS PERSONNEL FILE
STUDENT CLUBS AND ORGANIZATIONS FILE
STUDENT EMPLOYEES (SALARIED) FILE
STUDENT EMPLOYEES (STIPEND) FILE
STUDENT GOVERNMENT FILE
STUDENTS (CURRENT FILE)
STUDENTS (DEGREE RECIPIENTS) FILE
STUDENTS (INACTIVE) FILE
SUBJECT TO PERSONNEL ACT (SPA) MERIT FILE
SUBJECT TO PERSONNEL ACT (SPA) PERSONNEL FILE
SUMMER SCHOOL FILE
SUPPLIES AND EQUIPMENT FILE
SUPPLIES FILE
SURPLUS PROPERTY FILE
TELEPHONE BILLINGS FILE
TENURE FILE
TESTING ADMISSION FORMS FILE
TEST SCORES (COMPILATION) FILE
TEST SCORES (INDIVIDUAL) FILE
TEXTBOOK ORDERS FILE
THEFT REPORTS FILE
TRAVEL FILE
TRAVEL REIMBURSEMENTS FILE
UNDERGRADUATE CURRICULUM COMMITTEE FILE
UNDERGRADUATE STUDENTS-CURRENT FILE
UNDERGRADUATE STUDENTS-DEGREE RECIPIENTS FILE
UNDERGRADUATE STUDENTS-INACTIVE FILE
UNIVERSITY CODE FILE
UNIVERSITY OF NORTH CAROLINA-GENERAL ADMINISTRATION FILE
UNIVERSITY OF NORTH CAROLINA AT CHARLOTTE-BOARD OF TRUSTEES FILE
VENDOR FILE
WORK ORDERS FILE

MASTER RECORD SERIES LIST

ACADEMIC CALENDAR FILE. Records concerning the creation and amendment of the academic calendar.

DISPOSITION INSTRUCTIONS: Transfer to the University Archives after 4 years. Records will be retained for office in the University Archives 4 additional years and then transferred to the custody of the University Archives for appraisal and final disposition.

ACADEMIC COMMITTEES FILE. Records concerning university academic committees appointed by or attended by the vice chancellor. Files include correspondence, directives, memorandums, minutes, reports, and other related records.

ACADEMIC COUNCIL MINUTES. Reference copies of minutes of meetings of the Academic Council (Official copy in Office of the Chancellor).

DISPOSITION INSTRUCTIONS: Destroy in office when reference value ends.

ACADEMIC PERFORMANCE FILE. Reports of the academic performance of each faculty member. File includes printouts of class grades. (Comply with applicable provisions of 20 USCA 1232g and University Policy #69 regarding confidentiality of records.)

DISPOSITION INSTRUCTIONS: Transfer records concerning award of tenure to individual’s personnel file when notified of award. Destroy in office remaining records when administrative value ends.

ACCIDENT REPORTS FILE. Completed accident report forms for students and university employees (seen in the Brocker Health Center). (Comply with applicable provisions of G.S. 20-166.1(1), 97-92(b), 132-1.1, University Policy statements #59 and #69. and 20 USCA 1232g regarding the confidentiality of records.)

DISPOSITION INSTRUCTIONS: Transfer student accident reports to Student Medical File when received. Transfer university employee accident reports to Personnel Office when treatment is completed.

ACCIDENT REPORTS (NON-UNIVERSITY PERSONNEL) FILE. Reference copies of reports of accidents involving persons using Cone Center facilities. (Record copies are held by the Safety and Health Office.)

DISPOSITION INSTRUCTIONS: Destroy in office after 2 years if no litigation, claim, audit, or other official action involving the records has been initiated. If office action has been initiated destroy in office after completion of action and resolution of issues involved.

ACCIDENT REPORTS (PERSONNEL) FILE. Reference copies of reports of accidents involving Cone Center personnel. Record copies are held by the Safety and Health Office. (Comply with applicable provisions of G.S. 20-66.1(i), 97-92 (b), 132-1.1 and University Policy Statement #59 regarding the confidentiality of personnel records.)

ACCIDENT REPORTS (PROPERTY/EQUIPMENT) FILE. Reference copies of reports of accidents involving Cone Center property and/or equipment.

DISPOSITION INSTRUCTIONS: Destroy in office after 3 years.

ACCREDITATION (PROGRAMS) FILE. Scheduling file for the accreditation of the university’s colleges and programs.

DISPOSITION INSTRUCTIONS: Retain permanently in office.

ACCREDITATION (DEPARTMENTS) FILE. Records concerning the accreditation of the department. File includes correspondence, questionnaires, memorandums, reports, and other related records.

DISPOSITION INSTRUCTIONS: Transfer to the custody of the University Archives after 3 years. Records will be retained for office in the University Archives 3 additional years and then transferred to the custody of the University Archives for appraisal and final disposition.

ACCREDITATION (COLLEGES) FILE. Records concerning college accreditation by the state. File includes correspondence, reports, questionnaires, guides, and other related records.

DISPOSITION INSTRUCTIONS: Transfer to the custody of the University Archives after 6 years. Records will be retained for office in the University Archives 4 additional years before appraisal and final disposition determined.

ADMINISTRATIVE FILE. Records concerning the administration of the department. File includes correspondence, committee minutes, memorandums, reports, and other related records.

DISPOSITION INSTRUCTIONS: Destroy in office after 3 years.

AGENCY GUIDELINES FILE. Reference copies of guidelines provided by grant agencies and foundations, including the federal government.

DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete.

AMERICANS WITH DISABILITIES ACT (ADA) CERTIFICATION FILE. Records concerning the certification of office staff and programs to insure compliance with the Americans with Disabilities Act (ADA). File includes correspondence, questionnaires, memorandums, reports, and other related records.

DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete.

AMERICANS WITH DISABILITIES ACT (ADA) LIAISON FILE. Records concerning the director’s interaction with campus office, federal and state agencies, and other parties to insure compliance with the Americans with Disabilities Act (ADA). File includes correspondence, memorandums, reports, and other related records.

DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.

ANNUAL REPORTS FILE. Reports and related data concerning annual summary of activities of the office and its programs,

DISPOSITION INSTRUCTIONS: Retain 1 copy of each annual report in office permanently. Transfer 1 copy of each annual report to the University Archives at the end of each year for permanent retention. Destroy in office additional copies of annual reports and related data when administrative value ends.

AUDIT REPORTS FILE. Reference copies of university audit reports and related records sent to the vice chancellor’s office.

DISPOSITION INSTRUCTIONS: Destroy in office after 4 years.

BROCHURES AND BULLETINS FILE. Brochures and bulletins concerning programs offered by the office.

DISPOSITION INSTRUCTIONS: Transfer to the custody of the University Archives when reference value ends for appraisal and final disposition.

DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete.

DISPOSITION INSTRUCTION: Destroy in office when administrative value ends.

BUDGET FILE. Copies of each university budget. File includes budget reports and other related records.

BUDGET FILE. Reference copies of budgetary records. File includes reports, requests for budget changes, budget authorizations, purchase orders, travel requests and reimbursement records, bills, and other related records.

DISPOSITION INSTRUCTIONS: Destroy in office after 3 years.

CALENDAR OF EVENTS FILE. Monthly event information for campus community.

DISPOSITION INSTRUCTIONS: Transfer 1 copy of calendar to the University Archives on publication. Destroy in office remaining copies when administrative value ends.

DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete.

CAMPUS ACADEMIC PLAN FILE. Records concerning the development of the academic plan for the university. File includes correspondence, memorandums, proposals, reports, and other related records.

CAMPUS PUBLICATIONS FILE. Reference copies of newsletters, calendars, and other campus publications.

DISPOSITION INSTRUCTIONS: Destroy in office when reference value ends.

CAMPUS TASK FORCES FILE. Records concerning each campus task force appointed by or attended by the Chancellor. File includes correspondence, memorandums, reports, and other related records.

DISPOSITION INSTRUCTIONS: Transfer to the University Archives after 4 years. Records will be retained for office in the University Archives 10 additional years and then transferred to the custody of the University Archives for appraisal and final disposition.

CLASS SCHEDULES FILE. Reference copies of departmental class schedules.

DISPOSITION INSTRUCTIONS: Destroy in office when reference value ends.

CLASSROOM SCHEDULE FILE. Records concerning scheduling use of the [Library] reference classroom by campus units.

DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.

CLIPPINGS FILE. News clippings about university and related matters.

DISPOSITION INSTRUCTIONS: Transfer to the custody of the University Archives when reference value ends for appraisal and final disposition.

CLOSED SECTION PERMITS FILE. Completed student closed section permit forms.

DISPOSITION INSTRUCTIONS: Destroy in office after 1 semester.

COLLEGE OF GENERAL EDUCATION (COGE) PROPOSALS FILE. Recommendations from the departments regarding general education requirements.

COLLEGES/DEPARTMENT FILE. Records concerning academic programs of the colleges and their various departments within the university. File includes correspondence, memorandums, reports, proposals for new programs, additions, changes or deletions in existing programs, and other related records.

DISPOSITION INSTRUCTIONS: Transfer to the University Archives after 4 years. Records will be retained for office in University Archives 10 additional years and then transferred to the custody of the University Archives for appraisal and final disposition.

COMMENCEMENT FILE. Records concerning departmental graduates. File includes lists of graduates, commencement programs, and other related records.

DISPOSITION INSTRUCTIONS: Destroy in office 5 years after graduation.

COMMITTEES AND COUNCILS FILE. Records concerning various university committees and councils. File also includes minutes of meetings, reports, notification, correspondence, and other related records.

COMMITTEES AND COUNCILS FILE. Reference copies of minutes of meetings of various committees and councils with which the office is involved. File also includes reports, notifications, correspondence, and other related records.

DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.

CONFERENCES AND WORKSHOPS ATTENDED FILE. Records concerning conferences and workshops attended by office personnel. File includes correspondence, agendas, programs, handouts, and other related records.

DISPOSITION INSTRUCTIONS: Destroy in office when reference value ends.

CONFERENCES AND WORKSHOPS CONDUCTED FILE. Records concerning conferences and workshops conducted by the vice chancellor or the vice chancellor’s staff. File includes correspondence, agendas, programs, photographs, news media clippings, reports, training materials, handouts, brochures, reservations, critiques, questionnaires, and other related records.

CONTRACTS, AGREEMENTS, AND LEASES FILE. Contracts, agreements, and leases for services, facilities, and equipment used by the office.

DISPOSITION INSTRUCTIONS: Destroy in office 3 years after termination agreement/contract if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

COURSE DESCRIPTIONS FILE. Copies of course descriptions.

DISPOSITION INSTRUCTIONS: Destroy in office when reference value ends.

DISPOSITION INSTRUCTIONS: Destroy in office after (?) years.

COURSE LIST (MASTER) FILE. Records concerning each course taught by department faculty. File includes course schedules and other related records.

DISPOSITION INSTRUCTIONS: Destroy in office after (?) years.

COURSE (PROPOSED) FILE. Records concerning each proposed new course. File includes course descriptions, justifications, projected schedules, and other related records.

DISPOSITION INSTRUCTIONS: Destroy in office when reference value ends.

COURSE SYLLABI FILE. Syllabi for courses taught by the college.

DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete.

CURRICULUM DEVELOPMENT FILE. Records concerning the development of curriculum by the office. File includes correspondence, memorandums, reports, and curriculum proposals.

CURRICULUM FILE. Records concerning the general curriculum of the department. File includes correspondence, memorandums, reports, and curriculum proposals.

DISPOSITION INSTRUCTIONS: Destroy in office when reference value ends.

CURRICULUM FILE. Records concerning academic curriculum of the colleges and departments within the university. File includes additions, changes, or deletions in existing programs, approvals, and other related records.

DISPOSITION INSTRUCTIONS: Transfer to the custody of the University Archives when administrative value ends for appraisal and final disposition.

CURRICULUM PROPOSALS FILE. Reference copies of curriculum proposals for new programs on campus. File includes records related to Library and Information Serves (LIS).

DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.

DEAN’S COUNCIL FILE. Records concerning meetings of the college deans called by the vice chancellor. File includes agendas, memorandums, reports, and other related records.

DEPARTMENT CHAIRS COUNCIL FILE. Records concerning meetings of department chairs called by the vice chancellor. File includes agendas, memorandums, reports, and other related records.

DEPARTMENT CHAIR'S FILE. Records concerning the administration of the department and which are created and received by the chair. File includes correspondence, memorandums, directives, and reports.

DISPOSITION INSTRUCTIONS: Destroy in office when reference value ends.

DEPARTMENT CHAIRS (EVALUATION) FILE. Records concerning the dean’s evaluations of department chairs. (Comply with applicable provisions of G.S. 126-22, 126-23, 126-24 and University Policy Statement #59 regarding confidentiality of personnel records.)

DISPOSITION INSTRUCTIONS: Transfer individual evaluations to appropriate personnel file at end of chairmanship.

DEPARTMENTAL ANNUAL REPORTS FILE. Reports concerning annual summary of activities.

DISPOSITION INSTRUCTIONS: Transfer to the custody of the University Archives after (?) years for appraisal and final disposition.

DEPARTMENTAL MINUTES FILE. Records concerning departmental meetings. File includes minutes and other related records.

DISPOSITION INSTRUCTIONS: Transfer to the custody of the University Archives after 3 years for appraisal and final disposition.

DEPARTMENTAL REPORTS FILE. Regular and special reports submitted to the vice chancellor by the various departments of the university.

ENROLLMENT STATISTICS FILE. Reference copies of enrollment statistics for the College and its departments.

DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.

EQUIPMENT FILE. Records concerning equipment in the office. File includes accounting records, operating manuals, warranties, inventories, and other related records.

DISPOSITION INSTRUCTIONS: Destroy in office inventories when superseded. Dispose of warranties and operating manuals in accordance with instructions by Property Office upon final disposition of equipment. Destroy in office accounting records after disposition of equipment and when released from all audits, whichever occurs later. Destroy in office remaining records when superseded or obsolete.

EVALUATIONS FILE. Records concerning the evaluation of students, faculty, cooperating teachers, and teacher education program by students, faculty, and cooperating teachers. File includes correspondence, questionnaires, reports, and other related records.

DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.

EXAMINATIONS FILE. Reference copies of final examinations, common finals, and other related records.

DISPOSITION INSTRUCTIONS: Destroy in office when reference value ends.

EXEMPT FROM PERSONNEL ACT (EPA) FACULTY (FULL-TIME) FILE. Records concerning full-time EPA faculty. File includes applications, resumes, job descriptions, personnel action forms, and other related records. (Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 and University Policy Statement #59 regarding confidentiality of personnel records.)

DISPOSITION INSTRUCTIONS: Transfer to Office of Vice Chancellor of (division) to be incorporated into official personnel file when employee terminates service. [these instructions no longer in use—see Policy statement #59]

EXEMPT FROM PERSONNEL ACT (EPA) FACULTY (PART-TIME) FILE. Records concerning part-time EPA faculty. File includes applications, resumes, job descriptions, personnel action forms, and other related records. (Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 and University Policy Statement #59 regarding confidentiality of personnel records.)

FACULTY ACTIVITY FILE. Records concerning promotion, tenure, and salary increases. File includes correspondence, reports, memorandums, and other related records. (Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 and University Policy Statement #59 regarding confidentiality of personnel records.)

DISPOSITION INSTRUCTIONS: Transfer relevant records to individual personnel file when promotion, tenure, or salary increase is granted. Return remaining supporting records to faculty members or destroy in office when administrative value ends.

FACULTY ACTIVITY (REVIEW) FILE. Records concerning promotion, tenure, and salary increases. File includes correspondence, reports, memorandums, and other related records. (Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 and University Policy Statement #59 regarding confidentiality of personnel records.)

DISPOSITION INSTRUCTIONS: Transfer relevant records to individual personnel file when promotion, tenure, or salary increase is granted. Return remaining supporting records to faculty member or destroy in office when administrative value ends.

FACULTY AWARDS AND HONORS FILE. Records concerning awards and honors to faculty members within the College. File includes recommendations, approvals, and other related records.

DISPOSITION INSTRUCTIONS: Transfer records concerning each individual award/honor to individual’s personnel file when award/honor becomes official. Destroy in office remaining records when administrative value ends.

FACULTY (BIOGRAPHICAL) FILE. Reference data concerning faculty. File includes news articles, clippings and other material.

DISPOSITION INSTRUCTIONS: Transfer to the custody of the University Archives when reference value ends for appraisal and final disposition.

FACULTY EVALUATIONS FILE. Completed student evaluations of individual faculty members. File includes evaluations of current and non-current faculty. (Comply with applicable provisions of G.S. 126-22 and University Policy Statement #59 regarding confidentiality of personnel records.)

DISPOSITION INSTRUCTIONS: Destroy in office after 5 years or when administrative value ends, whichever is later.

FACULTY GOVERNANCE FILE. Records concerning the faculty governance structure of the university (college). File includes minutes, agendas, proposals, and correspondence of the committees for faculty governance.

DISPOSITION INSTRUCTIONS: Transfer to the custody of the University Archives after 4 years. Records will be retained for office in the University Archives 4 additional years and then transferred to the custody of the University Archives for appraisal and final disposition.

FACULTY LEAVES OF ABSENCE APPLICATIONS FILE. Applications for leaves of absence by individual faculty of the college. (Comply with applicable provisions of G.S. 126-22 and University Policy Statement #59 regarding confidentiality of personnel records.)

DISPOSITION INSTRUCTIONS: Transfer to appropriate personnel file 2 years after leave is completed.

FACULTY REAPPOINTMENT, PROMOTION AND TENURE FILE. Records concerning promotion, tenure, and salary increases. File includes correspondence, reports, memorandums, and other related records. (Comply with applicable provisions of G.S. 126-22 and University Policy Statement #59 regarding confidentiality of personnel records.)

FACULTY RECRUITMENT FILE. Records concerning the recruitment of faculty members for the department. File includes policies, forms, resumes, applications, correspondence, reports, interview notes, and other related records. (Comply with applicable provisions of G.S. 126-22 and University Policy Statement #59 regarding confidentiality of personnel records.)

DISPOSITION INSTRUCTIONS: Destroy in office policies and forms when superseded or obsolete. Transfer applications and other records for individual hired to appropriate personnel file when individual accepts position. Destroy in office after 2 years applications and other records for individuals not hired if no litigation, claim, audit, or other official action has been initiated. If official action or claim has been initiated, destroy in office after completion of action and resolution of issues involved. [See University Policy Statement #59 for changes]

FACULTY RESEARCH AND CURRICULUM/INSTRUCTIONAL DEVELOPMENT GRANT (INACTIVE) FILE. Records concerning curriculum and instructional development grant proposals by university faculty. File includes grant applications, funded and unfunded grant files, reports, and other related records. (These grants are no longer administered by Academic Affairs. Faculty Research Grants are administered by the Graduate School. Curriculum/Instructional Development Grants are administered by the Office of Academic Programs).

FACULTY SALARY INCREASES FILES. Printout of salary increases for faculty of the college.

DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.

FACULTY SUMMER RESEARCH AND CURRICULUM IN DEVELOPMENT (CID) GRANT REQUESTS FILE. Working files facilitating grant applications submitted by faculty. File includes abstract of proposal, budget, curriculum vitae, narrative of project, committee authorizations, and other related records.

DISPOSITION INSTRUCTIONS: Destroy in office 2 years after completion of grant.

FINANCIAL REPORTS FILE. Reference copies of financial reports from the Financial Services.

DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.

FOREIGN LANGUAGE TEST FILE. Records concerning students who took the foreign language placement test. (Comply with applicable provisions of 20 USCA 1232g and University Policy Statement #69 regarding confidentiality of records.)

DISPOSITION INSTRUCTIONS: Transfer pertinent data to the Registrar’s Office. Destroy in office remaining records 5 years after termination of enrollment.

FREIGHT BILLS FILE. Copy of freight bills from vendor for equipment or supplies shipped.

DISPOSITION INSTRUCTIONS: Destroy in office after 3 years.

GRADE DISTRIBUTION-FILE. Computer printouts of grades distributed in each class taught in the college. (Comply with applicable provisions of 20 USCA 1232g and University Policy Statement #69 regarding confidentiality of records.)

DISPOSITION INSTRUCTIONS: Destroy in office after 3 years.

GRADE LISTINGS FILE. List of student grades for each course taught by the department. File includes grades, course information, class schedule, and book list. (Comply with applicable provisions of 20 USCA 1232g and University Policy Statement #69 regarding confidentiality of records.)

DISPOSITION INSTRUCTIONS: Transfer data concerning grades to Registrar's Office at end of each grading period to be incorporated into official academic file. Destroy in office remaining records after 5 years.

\GRADE (FINAL) LISTS FILE. List of final grades for each course offered. (Comply with applicable provisions of 20 USCA 1232g and University Policy Statement #69 regarding confidentiality of records.)

DISPOSITION INSTRUCTIONS: Destroy in office after 5 years.

GRADES FILE. Grades for each student teacher/graduate intern in the teacher education program. (Comply with applicable provisions of 20 USCA 1232g and University Policy Statement #69 regarding confidentiality of records.)

DISPOSITION INSTRUCTIONS: Transfer information regarding individuals to Registrar’s office at end of each grading period to be incorporated into official academic file. Destroy in office remaining records after 5 years.

GRADES (MAJORS) FILE. Final list of all student majors with the progress of each reported for each year. (Comply with applicable provisions of 20 USCA 1232g and University Policy Statement #69 regarding confidentiality of records.)

DISPOSITION INSTRUCTIONS: Destroy in office after 5 years.

GRADUATE COUNCIL FILE. Records concerning the activities of the Graduate Council. File includes minutes, policy statements, correspondence, proposals, and other related records.

DISPOSITION INSTRUCTIONS: Transfer minutes to the Graduate Council Minutes file upon approval. Transfer remaining records to the University Archives after 4 years. Records will be retained for the office in the University Archives 4 additional years and then transferred to the custody of the University Archives for appraisal and final disposition.

GRADUATE COUNCIL MINUTES FILE. Records concerning Graduate Council minutes. File includes minutes, agendas, attachments, handouts, and other related items.

DISPOSITION INSTRUCTIONS: Transfer to the custody of the University Archives after 10 years for permanent retention.

GRADUATE CURRICULUM COMMITTEE FILE. Records of the Graduate Curriculum Committee. File includes minutes, agenda, reports, memorandum, and other related records.

GRADUATE DEGREE PROGRAM FILE. Records concerning the development and administration of the graduate degree program. File includes correspondence, policies, proposals, and other related records for courses in the Graduate School. File also includes courses offered, courses considered, and inter-institutional courses.

GRADUATE STUDENTS--APPLICATIONS FILE. Applications, letters of recommendation, and other related records for graduate students. (Comply with applicable provisions of 20 USCA 1232g and University Policy Statement #69 regarding confidentiality of records.)

DISPOSITION INSTRUCTIONS: Transfer applications of accepted students to Graduate Students-Current File after acceptance. Destroy in office applications of non-accepted students after 1 year.

GRADUATE STUDENTS-CURRENT FILE. Records concerning currently enrolled graduate students. File includes applications, candidacy for degree applications, grades, grade changes, evaluations, special requests, and other related records. (Comply with applicable provisions of 20 USCA 1232g and University Policy Statement #69 regarding confidentiality of records.)

DISPOSITION INSTRUCTIONS: Transfer pertinent data to the Registrar's Office at the end of each grading period. Destroy in office remaining records 5 years after termination of enrollment.

GRADUATE STUDENTS-DEGREE RECIPIENTS FILE. Individual folder for each graduate student who received a graduate degree. (Comply with applicable provisions of 20 USCA 1232g and University Policy Statement #69 regarding confidentiality of records.)

DISPOSITION INSTRUCTIONS: Destroy in office 5 years after graduation. [NOTE: 2002 -retention of department/college student file decreased to 1 year for College of Engineering]

GRADUATE STUDENTS-INACTIVE FILE. Individual folder for each graduate student who is not currently enrolled. (Comply with applicable provisions of 20 USCA 1232g and University Policy Statement #69 regarding confidentiality of records.)

DISPOSITION INSTRUCTIONS: Destroy in office 5 years after termination of enrollment.

GRADUATE STUDENT ASSISTANTS/TEACHING ASSISTANTS FILE. Records concerning graduate student assistants and teaching assistants. File includes applications, accounting information, and other related records. (Comply with 20 USCA 1232g and University Policy Statement #69 concerning confidentiality of records.)

DISPOSITION INSTRUCTIONS: Transfer fiscal records regarding individual students to Business Affairs (if applicable) at end of each grading period. Destroy in office remaining records after 5 years and when released from all audits, whichever occurs later.

GRADUATE TEACHING ASSISTANTS FILE. Records concerning graduate teaching assistants working in the department. File includes job descriptions, evaluations, payroll records, and other related records. (Comply with applicable provisions of G.S. 126-22 and University Policy Statement #59 regarding confidentiality of personnel records.)

DISPOSITION INSTRUCTIONS: Transfer to Office of Vice Chancellor of (division) to be incorporated into official personnel file when employee terminates service. [See University Policy Statement #59 for changes]

GRADUATION CLEARANCE FILE. Applications for graduations and for certification.

DISPOSITION INSTRUCTIONS: Transfer to Registrar's Office with individual student file when student graduates.

GRANTS (APPROVED AND FUNDED) FILE. Records concerning approved and funded grants. File includes administrative documents, reports, regulations and guidelines, correspondence, audits, and other related records. (Official copies of funded grants are kept for 3 years in the Office of Research before being transferred to the University Archives for appraisal and determination of final disposition.)

DISPOSITION INSTRUCTIONS: Destroy in office when reference value ends.

GRANTS (PROPOSED) FILE. Proposals for university grants. File includes applications, reports, correspondence, and other related records.

DISPOSITION INSTRUCTIONS: Transfer to Grants (Approved and Funded) File immediately upon notification of approval. Transfer to Grants (Rejected or Withdrawn) File if rejected or withdrawn.

GRANTS (REJECTED OR WITHDRAWN) FILE. Records concerning grants proposals made by the college but not funded. File includes applications, regulations and guidelines, correspondence, and other related records.

DISPOSITION INSTRUCTIONS: Destroy in office when reference value ends.

GRIEVANCES FILE. Records concerning disputed employee grievances. (File is considered part of employee's official personnel files and includes records that are considered confidential in accordance with G.S. 126-22/29 and 132-1.1 and University Policy Statement #59.)

DISPOSITION INSTRUCTIONS: Maintain and dispose of in accordance with G.S. 126-22/29.

HONORS AND AWARDS PROGRAM FILE. Records concerning student honors and awards program. File includes organizational materials, memorandums, recipient lists, programs, and other related records.

DISPOSITION INSTRUCTIONS: Transfer to the University Archives after 3 years. Records will be retained for office in the University Archives 3 additional years and then transferred to the custody of the University Archives for appraisal and final disposition.

INTERNSHIP (BUSINESS) FILE. Records pertaining to companies seeking student interns. File includes correspondence, company information, and other related records.

DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.

INTERNSHIP (STUDENT) FILE. Records concerning individual student off-campus internships. File includes applications, resumes, transcripts, approvals and disapprovals, records of credit earned, and other related records. (Comply with applicable provisions of 20 USCA 1232g and University Policy Statement #69 regarding confidentiality of records.)

DISPOSITION INSTRUCTIONS: a. Transfer appropriate information to the Office of the Registrar at the end of each semester to be entered on student’s transcript. b. Destroy remaining records in office 3 years after graduation or termination or enrollment.

LABOR CERTIFICATION FILE. Applications by department in support of resident alien status for individual foreign, non-resident, and/or tenured-tract faculty members.

DISPOSITION INSTRUCTIONS: Destroy in office when status notification is received.

LEAVE FILE. Reference copies of records concerning leave taken by office staff. File includes leave requests, monthly leave reports, yearly leave recapitulations, and other related records. (Comply with applicable provisions of G.S. 126-22, 126-23, and 126.24 and University Policy Statement #59 regarding confidentiality of personnel records. NOTE: Payroll office keeps for 6 years/destroys in 7th year.

DISPOSITION INSTRUCTIONS: Destroy in office individual leave requests and monthly leave reports when yearly recapitulations have been verified. Destroy in office yearly recapitulations and other records when administrative value ends. [See Payroll note above regarding changes]

LEGAL OPINIONS FILE. Attorney General's opinions affecting the university.

LEGAL OPINIONS FILE. Legal opinions concerning matters affecting the university. File may include correspondence, memorandums, and other related records.

DISPOSITION INSTRUCTIONS: Transfer to the custody of the University Archives after 4 years. Records will be retained for office in University Archives 4 additional years and then transferred to the custody of the University Archives for appraisal and final disposition.

LIBRARY FILE. Correspondence with campus library.

DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.

LISTS OF GRADUATES FILE. Lists of students who graduated.

DISPOSITION INSTRUCTIONS: Destroy in office 5 years after graduation.

MAINTENANCE SERVICES FILE. Records concerning maintenance services conducted for the department. File includes work orders, maintenance reports, correspondence, and other related data.

DISPOSITION INSTRUCTIONS: Destroy in office after 2 years.

MEMORANDUM FILE. Records retained because of their reference value, but not directly related to the administration of the Conference office. File includes memoranda, directives, guidelines, and other related records.

DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.

MINORITY ACADEMIC SUPPORT SERVICES FILE. Records concerning the development and operation of support services for minority students. File includes correspondence, memoranda, reports, program proposals, and other related records.

MULTI-CULTURAL AND MINORITY PROGRAMS/EVENTS FILE. Records concerning multi-cultural and minority programs and events sponsored by the office or in which the office takes part. File includes correspondence, budgets and other financial information, brochures, contracts, handouts, reservations, critiques, evaluations, questionnaires, and other related records.

NATIONAL PUBLICITY FILE. Materials concerning national publicity obtained for UNC Charlotte through the Office of Public Information and Publications.

DISPOSITION INSTRUCTIONS: Transfer after 2 years to the University Archives. Records will be retained for office 4 additional years and then transferred to the custody of the University Archives for appraisal and final disposition.

NEW RELEASES FILE. Master copies of university news releases.

DISPOSITION INSTRUCTIONS: Retain in office permanently.

NEWS RELEASES FILE. Reference copies of university news releases.

DISPOSITION INSTRUCTIONS: Destroy in office when reference value ends.

NEWSMEDIA CLIPPINGS FILE. Reference copies of news media clippings.

DISPOSITION INSTRUCTIONS: Destroy in office when reference value ends

ORGANIZATIONS AND ASSOCIATIONS FILE. Records concerning various university, faculty, student, and professional organizations and associations. File includes correspondence, memorandums, reports, and other related records.

DISPOSITION INSTRUCTIONS: Destroy in office when reference value ends.

PATENT PROPOSALS FILE. Record copy of patents applied for by the University. File includes patent proposal, correspondence, approval or rejection notice, and other related records. (Comply with University Policy Statement #7 regarding Institutional Patent and Copyright Procedures.)

DISPOSITION INSTRUCTIONS: Destroy rejected patents in office when administrative value ends. Transfer approved patents to patents file.

PATENTS FILE. Records relating to patents obtained by university. File includes patent, correspondence, licenses, and other related records. (Comply with University Policy Statement #7 regarding Institutional Patent and Copyright Procedures.)

DISPOSITION INSTRUCTIONS: Retain permanently in office.

PAYROLL TIME CARDS (STAFF AND STUDENT). Payroll time cards for each staff and student employee in the office. (Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 and University Policy Statement #59 regarding confidentiality of records.)

DISPOSITION INSTRUCTIONS: Destroy in office after 6 years if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved. [See note regarding payroll above]

PERFORMANCE MANAGEMENT PROGRAM (PMP) EVALUATION FILE. Reference copies of evaluation for each employee subject to the State Personnel Act (SPA). File includes annual work plan, interim performance review, annual performance appraisal, and other related records. (Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 and University Policy Statement #59 concerning the confidentiality of personnel records.)

DISPOSITION INSTRUCTIONS: Destroy in office after 3 years if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

Ph.D. PROGRAM FILE. Records concerning the establishment of Ph.D. programs. File includes correspondence, proposals, reports, memorandums, and other related records.

PHOTOGRAPH FILE. Photographs, negatives, contact sheets, and slides of university and university-related matters, individuals, or locations.

DISPOSITION INSTRUCTIONS: Transfer when reference value ends to the custody of the University Archives for appraisal and final disposition.

POLICIES AND PROCEDURES FILE. Reference copies of current policies and procedures. File includes handbooks, University Policy Statements, and other related records.

DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete.

POSITION DESCRIPTIONS FILE. Descriptions for each administrative, staff, and student employee position with the office. File includes job description, justifications for upgrades, upgrade notifications, and other related records.

DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete.

PROFESSIONAL ORGANIZATIONS AND ASSOCIATIONS FILE. Records concerning professional organizations and associations with which the office is involved. File includes correspondence, memorandums, reports, and other related records.

DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.

PROGRAM/EVENTS FILE. Records concerning programs and events sponsored by the office or in which the office takes part. File includes correspondence, budgets and other financial information, brochures, contracts, handouts, reservations, critiques, evaluations, questionnaires, and other related records.

DISPOSITION INSTRUCTIONS: Transfer records to the custody of the University Archives after 3 years. Records will be retained for the office in the University Archives 3 additional years and then transferred to the custody of the University Archives for appraisal and final disposition.

PROTOCOLS FILE. Protocols written to support grant proposals dealing with animals and/or humans as research subjects. Protocols may be written but research may not be initiated. The University Committee for Review of Research with Human Subjects reviews proposals for research in accordance with federal regulations governing research with human subjects. File includes protocol, approval/disapproval notification, and other related records. (For human subjects comply with University Policy Statement #63 regarding Review of Research Utilizing Human Subjects.)

DISPOSITION INSTRUCTIONS: Destroy in office rejected protocols after 3 years. Destroy in office approved protocols 3 years after completion of research. if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

PURCHASE ORDERS FILE. Purchase orders for supplies and equipment for the Cone Center.

DISPOSITION INSTRUCTIONS: Destroy in office purchase orders for supplies after 3 years. Destroy in office purchase orders for equipment when warranty expires or administrative value ends, whichever is later.

REASSIGNMENT OF DUTIES FILE. Records concerning the assignment of courses to faculty members. File includes correspondence, memorandums, and other related records. (Comply with applicable provisions of G.S. 126-22 and University Policy Statement #59 regarding confidentiality of personnel records.)

DISPOSITION INSTRUCTIONS: Transfer records to the custody of the University Archives after 4 years. Records will be retained for the office in University Archives 4 additional years and then transferred to the custody of the University Archives for appraisal and final disposition.

REFERENCE FILE. Records retained because of their reference value, but not directly related to the administration of the office. File includes reference copies of Campus News, newsletters, university publications, minutes of other departments, and minutes of the Academic Council, Faculty Council, and Executive Staff.

DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete.

REPORTS/DOCUMENTS FILE. Annual reports and other records of the college.

DISPOSITION INSTRUCTIONS: Transfer to the University Archives after 6 years. Records will be retained for office in the University Archives 4 additional years and then transferred to the custody of the University Archives for appraisal and final disposition.

REQUISITIONS FILE. Reference copies of order requests for equipment or supplies.

DISPOSITION INSTRUCTIONS: Destroy in office after 3 years.

RESEARCH FILE. Records concerning various college research projects. File includes reports, correspondence, project descriptions, and other related documents.

DISPOSITION INSTRUCTIONS: Transfer to the University Archives after 6 years. Records will be retained for office in the University Archives 4 additional years and then transferred to the University Archives for appraisal and final disposition.

RESEARCH PROTOCOL PROPOSALS FILE. Review copies of protocol proposals submitted to the Committee for Review of Research with Human Subjects. Official copies of proposals are located in the records of the Committee.

DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.

RETURNED GOODS SLIPS FILE. Copies of slips for equipment or supplies returned to the vendor.

DISPOSITION INSTRUCTIONS: Destroy in office after 3 years.

SCHOLARSHIPS AND AWARDS FILE. Records concerning individual scholarship and awards to students within the college. File includes applications, recommendations, approvals, accounting records, correspondence, and other related records. (Comply with applicable provisions of 20 USCA 1232g and University Policy Statement #69 regarding confidentiality of records.)

DISPOSITION INSTRUCTIONS: Transfer copies of pertinent material to Registrar's Office, Business Office, and appropriate academic records file when award is approved. Destroy in office remaining records 5 years after termination of enrollment.

SCRAPBOOKS FILE. File includes calendars, clippings, brochures, programs, photos, and other related records.

DISPOSITION INSTRUCTIONS: Transfer to the University Archives when administrative value ends for appraisal and final disposition.

SEARCH COMMITTEE FILE. Recruiting records concerning search for new or replacement university faculty. File includes correspondence, resumes, applications, evaluations, and other related records. (Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 and University Policy Statement #59 concerning the confidentiality of personnel records.)

DISPOSITION INSTRUCTIONS: Transfer applications and other records for individual hired to appropriate file in the department when individual accepts position. Destroy in office after 2 years applications and other records for individuals not hired if no litigation, claim, audit, or other official action has been initiated. If office action or claim has been initiated, destroy in office after completion of action and resolution of issues involved. [See Policy statement #59 for changes]

SELF STUDIES FILE. Self studies conducted by the department. File includes correspondence, questionnaires, reports, and other related records.

DISPOSITION INSTRUCTIONS: Transfer to the custody of the University Archives after 5 years. Records will be retained for office in the University Archives 5 additional years and then transferred to the custody of the University Archives for appraisal and final disposition.

DISPOSITION INSTRUCTIONS: Transfer to the custody of the University Archives when administrative value ends, for appraisal and final disposition.

SEMESTER FILE. Working file regarding planning and scheduling of courses for the semester. File includes course lists, schedules, part-time faculty requests, and other related records.

DISPOSITION INSTRUCTIONS: Destroy in office when reference value ends.

SPECIAL REQUESTS FROM REGISTRAR FILE. Reports prepared for the dean of the college by the Registrar.

DISPOSITION INSTRUCTIONS: Transfer to the custody of the University Archives after 5 years for appraisal and final disposition.

STUDENT ACTIVITIES FILE. Records concerning the activities of student organizations. File includes correspondence, reports, publications, minutes, announcements, and other related records.

STUDENT ASSISTANTS PERSONNEL FILE. Records concerning students hired to work in office. File includes job descriptions, applications, recommendations, evaluations, payroll information, and other records related to student employment. (Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 and University Policy Statement #59 regarding confidentiality of personnel records.)

STUDENT ASSISTANTS PERSONNEL FILE. Reference copies of records concerning students hired to work in the office. File includes job descriptions, applications, recommendations, evaluations, payroll information, and other related records. (Comply with applicable provisions of G.S.

DISPOSITION INSTRUCTIONS: Destroy in office applications of students not hire after 6 months. Destroy in office records of students hired 3 years after termination of employment. [See Payroll above for changes]

STUDENT CLUBS AND ORGANIZATIONS FILE. File concerning the establishment and activities of non-Greek student clubs and organizations. File includes correspondence, constitutions, by-laws, memorandums, minutes of meetings, newsletters, and other related records. (Comply with applicable provisions of 20 USCA 1232g regarding confidentiality of records.)

STUDENT EMPLOYEES (SALARIED) FILE. Records concerning temporary student employees. File includes applications, recommendations, time sheets, evaluations, position description, and other related records. The Office of Student Employment retains official files. (Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 and University Policy Statement #59 regarding confidentiality of personnel records.)

DISPOSITION INSTRUCTIONS: Destroy in office position descriptions when superseded or obsolete. Destroy in office applications for students not hired after 2 years. Destroy in office records for students hired 2 years after termination of employment. [See note regarding Payroll above for changes]

STUDENT EMPLOYEES (STIPEND) FILE. Records concerning student employees who receive an annual stipend contract. File includes application, appointment form, stipend form, payroll information, and other related records. (Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 and University Policy Statement #59 regarding confidentiality of personnel records.)

DISPOSITION INSTRUCTIONS: Destroy in office after 2 years files of inactive applications (applied by not appointed). Destroy in office records for students appointed 2 years after termination of contract.

STUDENT GOVERNMENT FILE. File concerning student government and its activities. File includes constitution, by-laws, minutes of meetings, elections, mandates, correspondence, and other related records.

STUDENTS (CURRENT FILE). Individual folders for each student currently enrolled. File includes grades, grade changes, evaluations and other related records. (Comply with applicable provisions of 20 USCA 1232g and University Policy Statement #69 regarding confidentiality of records.)

DISPOSITION INSTRUCTIONS: Transfer pertinent date to Registrar’s Office at the end of each grading period. Destroy in office remaining records 5 years after termination of enrollment.

STUDENTS (DEGREE RECIPIENTS) FILE. Individual folder for each student who graduated. (Comply with applicable provisions of 20 USCA 1232g and University Policy Statement #69 regarding confidentiality of records.)

DISPOSITION INSTRUCTIONS: Destroy in office 5 years after graduation.

STUDENTS (INACTIVE) FILE. Individual folder for each student who is currently inactive. (Comply with applicable provisions of 20 USCA 1232g and University Policy Statement #69 regarding confidentiality of records.)

DISPOSITION INSTRUCTIONS: Destroy in office 5 years after termination of enrollment.

SUBJECT TO PERSONNEL ACT (SPA) MERIT FILE. Records concerning the distribution of merit salary increases to SPA personnel. File includes performance evaluations, recommendations, notices of merit increases, and other related records. (Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 and University Policy Statement #59 regarding confidentiality of personnel records.)

DISPOSITION INSTRUCTIONS: Transfer performance evaluations and notification of merit increase to individual SPA personnel file when received. Destroy in office the remaining records when administrative value ends.

SUBJECT TO PERSONNEL ACT (SPA) PERSONNEL FILE. Records concerning SPA personnel. File includes applications, resumes, job descriptions, personnel action forms, and other related records. (Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 and University Policy Statement #59 regarding confidentiality of personnel records.)

DISPOSITION INSTRUCTIONS: Transfer to Office of Human Resources to be incorporated into official personnel file when employee terminates service. [See University Policy Statement #59 for changes]

SUMMER SCHOOL FILE. Records concerning summer school sessions. File includes correspondence, reports, faculty lists, budget information, course descriptions, schedules of events and activities, and other related records.

SUPPLIES AND EQUIPMENT FILE. Records concerning supplies and equipment. File includes accounting records, operating manuals, warranties, inventories, and other related records.

SUPPLIES FILE. Records concerning supplies purchased for office. File includes accounting records, inventories, and other related records.

DISPOSITION INSTRUCTIONS: Destroy in office accounting records after disposition of supplies and when released from all audits, whichever occurs later. Destroy in office remaining records when superseded or obsolete.

SURPLUS PROPERTY FILE. Records concerning surplus property and its disposition. File includes accounting records, inventories, records of disposal, and other related records.

DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.

TELEPHONE BILLINGS FILE. Reference copies of monthly telephone bills.

DISPOSITION INSTRUCTIONS: Destroy in office after 1 year or when administrative value ends, whichever is later.

DISPOSITION INSTRUCTIONS: Destroy in office after 2 years if no litigation, claim, audit, or other official action involving records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

TENURE FILE. Records concerning the awarding of tenure to department faculty members. (Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 and University Policy Statement #59 regarding confidentiality of personnel records.)

DISPOSITION INSTRUCTIONS: Transfer records concerning award of tenure to appropriate individual's personnel file when tenure is granted. Destroy in office remaining records after 2 years.

TESTING ADMISSION FORMS FILE. Completed copies of request forms for testing.

DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.

TEST SCORES (COMPILATION) FILE. Reference copy of printout compiling and ranking all scores from the PRAXIS examinations. (Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 and University Policy Statement #59 concerning the confidentiality of personnel records.)

DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.

TEST SCORES (INDIVIDUAL) FILE. Test score for each student taking the PRAXIS examination. Arranged alphabetically. (Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 and University Policy Statement #59 concerning the confidentiality of personnel records.)

DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.

TEXTBOOK ORDERS FILE. Orders for textbooks and other references ordered by the department.

DISPOSITION INSTRUCTIONS: Destroy in office after 5 years or when reference value ends.

THEFT REPORTS FILE. Reference copies of police reports detailing occurring in the Cone Center. [Official copy retained by Campus Police office.]

DISPOSITION INSTRUCTIONS: Destroy in office after 1 year.

TRAVEL FILE. Records concerning travel by office personnel. File includes travel requests, reports, accounting information, and other related records.

DISPOSITION INSTRUCTIONS: Destroy in office after 2 years if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

TRAVEL REIMBURSEMENTS FILE. Records concerning reimbursements for travel and related expenses for staff. File includes requests for reimbursements, authorizations, documentation of payment.

UNDERGRADUATE CURRICULUM COMMITTEE FILE. Records of the Undergraduate Curriculum Committee. File includes minutes, agenda, reports, memorandum, and other elated records.

UNDERGRADUATE STUDENTS-CURRENT FILE. Individual folder for undergraduate students currently enrolled. (Comply with applicable provisions of 20 USCA 1232g and University Policy Statement #69 regarding confidentiality of records.)

DISPOSITION INSTRUCTIONS: Transfer pertinent data to the Registrar's Office at the end of each grading period. Destroy in office remaining records 5 years after termination of enrollment.

UNDERGRADUATE STUDENTS-DEGREE RECIPIENTS FILE. Individual folder for each undergraduate student who received a degree. (Comply with applicable provisions of 20 USCA 1232g and University Policy Statement #69 regarding confidentiality of records.)

DISPOSITION INSTRUCTIONS: Destroy in office 5 years after graduation.

UNDERGRADUATE STUDENTS-INACTIVE FILE. Individual folder for each undergraduate student who received a degree. (Comply with applicable provisions of 20 USCA 1232g and University Policy Statement #69 regarding confidentiality of records.)

DISPOSITION INSTRUCTIONS: Destroy records in office 5 years after termination of enrollment.

UNIVERSITY CODE FILE. Reference copies of the University Code (or other publication or document) defining the university’s standards for professionalism, ethics, and operations.

DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.

UNIVERSITY OF NORTH CAROLINA-GENERAL ADMINISTRATION FILE. Records concerning the office's interaction with the UNC General Administration. File includes memorandums, directives, correspondence, and other related records.

DISPOSITION INSTRUCTIONS: Transfer to custody of University Archives after 4 years. Records will be retained for office in the University Archives 4 additional years and then transferred to the custody of the University Archives for appraisal and final disposition.

UNIVERSITY OF NORTH CAROLINA AT CHARLOTTE-BOARD OF TRUSTEES FILE. Records concerning the UNC Charlotte Board of Trustees. File includes correspondence, memorandums, directives, and other related records.

DISPOSITION INSTRUCTIONS: Transfer to custody of University Archives after 4 years. Records will be retained for office in the University Archives 4 additional years and then transferred to the University Archives for appraisal and final disposition.

VENDOR FILE. Records concerning office’s arrangements with vendors. File includes correspondence, policy statements, contracts, and other related records.

DISPOSITION INSTRUCTIONS: Destroy in office contracts 3 years after termination of contract if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved. Destroy in office remaining files when administrative value ends.

WORK ORDERS FILE. Reference copies of work orders submitted to Physical Plant.

DISPOSITION INSTRUCTIONS: Destroy in office 1 year after completion of work.